By connecting your Gmail Integration, you turn iClosed into a unified communications hub.
Every email sent via iClosed routes securely through your actual Google mail servers, ensuring premium deliverability while logging opens and clicks straight to your dashboard.
Pro Tips
Gmail email integration is on the personal-level as it links to the specific individual’s inbox.
Every individual iClosed user must connect their own Gmail account and complete this authorization step independently.
Integration is available with all subscription plans.
Step-By-Step Guide
Navigate to 
Integrations page and locate Gmail Inbox integration to start.
Gmail integration consists of two parts:
Generating Google App password to connect with the Gmail account and
IMAP/POP3 configuration inside Gmail
Post connection configuration (optional)
Important Notes
To connect your email successfully to iClosed, your Google account Two-Factor Authentication (2FA) MUST be turned ON.
Google enforces strict security protocols to protect your account and in case you have turned ON 2FA just now, you may not see the App Password option immediately due to caching. Workarond in that case is to visit App password URL directly → https://myaccount.google.com/apppasswords.
Step 1 - Generating Google App password
Open a new browser tab, navigate to your
Google Account Hub → Security & Sign In, and sign in.Under the "How you sign in to Google" section click on the
2-Step Verification (Two-Factor Authentication (2FA) MUST be turned ON)
Click into the 2-Step Verification section, scroll to the very bottom of the page, and select
App passwords.if you have turned on 2FA just now, you may not see App passwords option immediately
try visitng this page directly instead
App passwords.
Add App name (e.g. iClosed Inbox)
Copy generated app password
New windown with generated app password will show
select the code and copy it
Navigate back to iClosed Gmail integration page:
Type in gmail address that you want to connect (e.g. jovan@iclosed.io)
Paste App password you've just generated
(this is not the field for your Gmail login password)
Click the "Next: Add Webhook URLs" button to proceed to Step 2
Pro Tips
In case connection can't be established you'll see Verification failed message.
Double-check have you entered email address or App password properly
In case you did, but you're still receiving this error message, try generating new app password in your Gmail as explained in steps 4 & 5 above and retry with new password
Step 2 - Configuring IMAP/POP3
The final step of the integration is to allow iClosed to successfully pull, track, and display your incoming prospect email replies right inside the continuous lead timeline.
Follow these steps to configure your incoming data permissions:
#1 - Go To The Routing Panel
Click on this link to go to Google Inbox Advanced Settings or
Open Gmail and click the gear icon in the top right corner
Click See all settings
#2 - Configure Synchronization Scope
Click the Forwarding and POP/IMAP tab
Under the "POP download" section, select either:
Enable POP for all mail - downloads all existing and future emails
OREnable POP for mail that arrives from now on - only downloads new emails going forward
Under "When messages are accessed with POP" choose what Gmail should do with the original message
keep it in inbox
mark as read
archive it or
delete it
Click Save Changes at the bottom of the page.
Finalize integration by clicking on the checkbox "I have enabled IMAP/POP3 in my Gmail settings.
Pro Tips
Kindly note that sometimes it may take longer for Gmail to process POP update, but it's usually processed within few minutes tops.
Step 3 - Post-integration email configuration
Once your credentials are authenticated and your IMAP/POP3 sync is active, the final step is to customize how your email presents itself to leads and how incoming cold traffic is handled.
Pro Tips
Both Outlook and Gmail are completely free, and iClosed won't count emails against active conversations processed through your linked Google or Microsoft mail servers.
If communication channel changes in the chat that was started as Gmail/Outlook chat, credtits will be applied (e.g. iMessages, Social network or WhatsApp).
Here're the options available in the management panel:
Copy Your Chat Link
A dedicated unique link tied directly to your integrated mailbox (e.g., mailto:johnny.iclosed@gmail.com).
Simply click the Copy Icon next to the chat link field and paste this email routing link into external profiles, personal social media bios, or team resource documents to ensure cold prospects can launch an email thread with you in a single click.
Set Your Sender Name
Configure the display name a prospect sees in their inbox before they even open your email.
Pro Tips
Use your first name or full name combined with your brand name
for example Johnny @ iClosed or Johnny | iClosed
to ensure immediate brand recognition which will boost up email open rates and show up rates both.
Configure Your Email Signature (ON / OFF)
Toggle to automatically append a professional closing block to the bottom of every outbound email.
When the Signature is turned on ON you will be able to use the built-in rich-text editor to draft your signing block.
You can bold text, use italics, format paragraphs, or insert hyperlinked text (such as a link to your support documentation or website).
If you turn the signature setting OFF, your outbound emails will be sent without any signature block at all as iClosed does not automatically pull or mirror the native signature layouts saved inside your primary Gmail or Outlook accounts.
Therefore, if you want your professional contact details appended to your messages, we highly recommend toggling this setting ON and to design your layout directly inside the provided editor box.
Pro Tips
If you turn your Signature ON inside this panel, make sure you don't accidentally double-sign your emails when using Message Presets.
Best practice is to always have email signature turned ON in the email configuration and not in Email presets. If your pre-saved templates already include a signature closing block, edit your presets to end cleanly right at your pitch.
Create Chats For Non-Contacts
With this option you can manage inbound email traffic. It's a a unique gatekeeping rule that determines how iClosed handles inbound emails from email addresses that are not already registered inside your iClosed Global Data.
When the checkbox is selected, when a user receives an email from a lead that is not in iClosed Global Data already, iClosed will automatically create a live chat card inside your Unified Inbox for everyone to see and so the setters never miss an opportunity.
Along with the chat, iClosed will create a new contact inside of the Global Data in the Potential scheduling status.
When the box is Unchecked (Disabled), the inbound emails from non-existing contacts will be ignored or filtered, only logging the messages if the lead's email matches an existing Global Data contact profile.
Pro Tips
Create chats for non-contacts ON vs. OFF, pros and cons:
When its ON:
Always keeping an eye on all email inbound communication in one place
Great option when you're do direct inbound prospecting (e.g. If you drop your Chat Link into your social media bios, personal profiles, or newsletters, people who aren't yet in your CRM will email you.
Handling referral traffic, If an existing client introduction emails you out of nowhere and loops in a business partner, this setting catches that partner's cold address, creating an open line of communication immediately.
When its OFF:
Preventing to show received emails from internal team members, software receipts, newsletters, or personal contacts.
Blocking random, unqualified cold inquiries from cluttering up your active pipeline if your team relies strictly on structured opt-in forms.
Keeping your iClosed Conversation Hub clean if your inbox receives general promotional or junk mail.
Disconnecting Email Integration
If you need to switch your linked email address, refresh an expired security token, or permanently revoke iClosed’s access to your mailbox, you can remove the email channel instantly from your dashboard. Here's how to do it:
Navigate to your connected account panel under Settings → Integrations → Gmail
Locate your active email address under the Connected Account(s) section.
Click the red Disconnect button on the right-hand side of the account row.
When you click disconnect, a system confirmation modal will appear asking: "Are you sure you want to delete this channel?". Press the "Delete" button to confirm.
If you are deleting an old channel to replace it with a new email address, remember to jump back into your Workflows to re-map your automated email steps to your newly connected inbox.
Important Notes
What happens when you delete the channel?
All historical messages, email threads, and contact files already pulled into your unified sales timeline will remain intact inside your iClosed database. No historical logs are lost.
You will instantly lose the ability to read, reply to, or interact with contacts through this specific email address from the iClosed interface.
Any live, delay-timed Workflow Automation Sequences utilizing this channel as an active step will immediately halt execution for that step.
How to Use Gmail Inside the Composer
Once connected, executing an email touchpoint inside the live feed takes moments:
Open any lead thread inside the Unified Inbox.
Look at the selector tabs at the top or bottom of your Smart Message Composer.
Select Email as your active channel.
The composer workspace will dynamically adapt, opening up mandatory Subject Line and Preheader input blocks alongside standard rich-text formatting tools.
Type your email manually, or use your
#shortcut to pull up a high-converting message preset.Press Send. The message will route immediately through your Google outbox.
Messaging Costs and Conversation Cap
Your monthly active conversation allowance and chat history retention scale directly with your subscription tier.
Social channels like Gmail or Outlook are available with all subscription plans. Your monthly active conversation limits (100 on Startup / 300 on Growth / 1,000 on Business) and history retention lengths are determined strictly by your active plan.
A conversation is counted as active once it registers messaging activity within that calendar month.
Closing or deleting a chat will not lower your count for the current month. Once a contact messages you (or you message them) and uses up one of your monthly slots (e.g., 100 on Startup, 300 on Growth or 1,000 on Business), that slot is locked in until the counter resets next month.
It does not operate like a phone line where you can just hang up on one person to talk to another. It tracks the total unique volume of conversations handled across the entire month and rollover of unused converstations is not available.
Extra monthly conversations available upon inquiry to the support team.
Learn More